Make a Payment in Epic

You can take payments through Applied Epic if Applied Pay has been configured for your organization. See Configuration with Epic for more information. Make sure you apply all credits to debits before making a payment.

1. Log in to Applied Epic.
2. Navigate to a client account and click New > Payment from Client in the options bar.
3. Enter the required information in the Payment from Client popup.
4. Select Account, Policies, or Transactions as the View. The Account view allows you to take a payment on an account. The Policy view displays transactions with an outstanding balance grouped by policy. Only transactions that belong to a policy display in this view. The Transactions view displays all transactions on the account with an outstanding debit balance.
5. Choose a Merchant Account. Begin typing in the field to display a list of possible matches. This field defaults as filled if the user only has access to one merchant account.
6. If you are in the Policy or Transactions view, select the transactions you want to pay and enter the Payment Amount for each. The Payment Amount defaults to the entire outstanding balance. Returns display in the list until you apply credits to debits on the account.
7. If you are in the Account view, select an Agency and Branch to make the payment to and enter the payment amount. Only agencies and branches that match the structure on both your account and the client’s account display in the Agency dropdown. You can enter a Payment Description to display on the checkout page and in the Applied Epic transaction details.
8. Select Credit Card, ACH, and/or Premium Finance as the Allowed Payment Methods. Premium financing is only available for policies associated to an ACORD form or custom forms. Premium Finance defaults to selected once it is configured for your agency. Deselecting the checkbox removes financing as an option for the client in all Applied Pay payment workflows. The fees and available options default based on the values defined for your Merchant Account in your Applied Pay Merchant Settings. Only the selected payment methods are available on the Make a Payment page.
9. If you selected Premium Finance, enter the Minimum Earned Premium and Additional Days to Cancel, and Type of Business and Coverage Type if the policy contains a custom form line. If there is an MGA or a Wholesaler on the policy, select the Policy issued by an MGA checkbox and enter the Name and Address. Begin typing in the Address field to display a list of possible matches. If an extended postal code shows up, retain only the first five digits and delete the rest.
10. The client can checkout from the Copy Payment Link or Email Payment Link options. They must review and sign the Premium Finance Agreement before they can make a down payment. The signed agreement is added as an attachment on the insured's Applied Epic account and follows the security settings configured in Premium Finance Groups for defining user access.
11. Select the Contact responsible for the payment.
12. Click one of the following options to take a payment.
• Email Payment Link: Email the link to the payment page to the insured. An email template with the embedded payment link automatically opens in Microsoft Outlook. You can edit the email template from within Epic by navigating to Configure > Email > Applied Pay Email.
• Copy Payment Link: Copy the link to the payment page and send the link to the insured to enter the payment information.
• Take Payment Now: Navigate to the payment page.
13. If you chose Take Payment Now, enter your insured’s contact information in the required fields on the Applied Pay Make a Payment page. Some fields populate automatically with the client’s information from Applied Epic. This option is not available when Premium Finance is selected as an Allowed Payment Method.
14. Select a payment method and enter payment information.
15. Click Pay. If you chose to Pay with Financing, the policy is bound once the Premium Finance Agreement is signed and the down payment is paid. The payment transaction is filed on the client's account in Applied Epic and automatically applies to the financed policy's transactions.
16. If you are paying with Premium Finance, you can click Set Up Payment Installments. Fill out the required account information and click Submit. The insured can also set up the installments on the Finance Company's portal later.

Once the payment is complete, it displays in the client’s Transactions list in Applied Epic. The transaction amount does not reflect the payment fee charged to the client.